Quick Reference Guide
IT/ATCS
Learning Series
Using the EagleMail Calendar
Creating an Appointment
Creating a Meeting
An appointment does not involve other people.
1. From the day or week calendar view, click-and-drag from
the appointment start time to the end time.
Note: The QuickAdd Appointment dialog box is displayed.
2. Type a description in the Subject field.
Note: You can also assign the appointment to a different calendar,
show it as free/busy, mark it as public/private, change the
date/time, enter a location, and set it as a recurring appointment.
3. When you are finished, click the OK button.
Note: The appointment is displayed on the calendar.
A meeting involves other people, rooms, and/or equipment.
1. Create an appointment.
Note: See Creating an Appointment for more information.
2. From the QuickAdd Appointment dialog box, click the
More Details button.
Note: The Appointment Details form is displayed.
3. To invite people, type their name in the Attendees field.
Note: EagleMail searches the Global Address List (GAL)
for name matches. See Viewing Free/Busy Schedules and
Scheduling Resources for more information.
4. If desired, you can attach a file (e.g. a meeting agenda) to
the meeting by clicking the Add Attachment button in
the toolbar and then clicking the Browse button in the
Attachments section and double-clicking the file you
want to attach.
Note: The invitee will be sent the attachment via a meeting request.
5. Click the Save button on the toolbar.
Note: All invitees will be sent a meeting request email message and
the meeting is displayed on the calendar of the organizer and all
invitees.
Creating an All Day Event
An all day event lasts an entire day.
1. Create an appointment or meeting.
Note: See the Creating an Appointment and Creating a
Meeting sections for more information.
2. From the Appointment Details form, click the All day
event checkbox.
3. Click the Save button on the toolbar.
Note: The all day event is displayed on the calendar.
Turning a Message into a Meeting
Creating Recurring Calendar Entry
Recurring calendar entries repeat on some sort of schedule.
1. From an open calendar entry click the Repeat pull-down
arrow and choose the desired schedule from the list.
Note: You can schedule recurring entries to repeat daily, weekly,
monthly, or yearly. If desired, click the Customize link to further
define your recurring criteria, including the end date of the repeating
appointment.
2. Click the Save button on the toolbar.
Deleting a Calendar Entry
Turning a Contact into a Meeting
When you decline a meeting invitation, the meeting remains on
your calendar. You must delete the meeting to permanently
remove it from your calendar
1. Right-click on the entry and choose Delete from the
menu.
Note: The Confirmation dialog box is displayed.
2. Click the Yes button.
Note: The calendar entry is permanently removed from your
calendar.
Revision Number 1.6 – July 16, 2009
You can create a meeting from an email message.
1. From the Mail tab, click the message you want to work
with and drag it to the mini-calendar in the lower left.
Note: When you release the mouse button, the Appointment
Details form is displayed.
2. Verify the Subject, Attendees, and Body fields contain
the correct information.
3. When you are finished, click the Save button.
Note: The appointment is displayed on the calendar.
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You can create a meeting from a contact in your address book.
1. From the Address Book tab, click the contact you want
to work with and drag it to the mini-calendar.
Note: The Appointment Details form is displayed.
2. Verify the Attendees field contains the correct name.
Note: The contact name is displayed in the Attendees field.
3. Type a description in the Subject field.
4. When you are finished, click the Save button.
Note: The appointment is displayed on the calendar.
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Using the EagleMail Calendar – Quick Reference Guide
Viewing Free/Busy Schedules
Editing a Calendar Event
When you schedule meetings, you can view attendees, location
and resource schedules as you set up the meeting.
1. From an open calendar entry, click the Schedule tab.
Note: By default, the Schedule tab allows you to view the
free/busy schedule of all attendees and resources and to adjust the
meeting dates/times based on all their availability.
2. In the first column, click the pull-down arrow and choose
the type of object to schedule.
Note: The choices are Attendee (person), Location (buildings),
or Equipment (widget).
3. In the second column, type the name or email address of
the object.
Note: If you do not know the email address of a location or
equipment, see Scheduling Resources for more information. If
known, the object’s availability to the right of the object’s name.
You can edit a single event or all events in a recurring entry.
1. From the Calendar tab, right-click the calendar entry and
select Open from the menu.
Note: For recurring entries, you will also select what you want to
edit, the current entry (instance) or the series.
2. Make any necessary changes.
3. Click the Save button on the toolbar.
Note: Any meeting invitees will be notified of the change.
Scheduling Resources
When you schedule meetings, you can view attendees, location
and resource schedules as you set up the meeting.
1. To invite resources (e.g. conference room and/or piece of
equipment), click the Find Locations and/or Find
Resources tab respectively, then click the Search button,
and finally double-click the resource name from the list.
Note: Use the Find Locations fields to narrow down the list.
2. In the first column, click the pull-down arrow for the
Object field and choose the type of object to schedule.
Note: The choices are Attendee (person), Location (buildings),
or Equipment (widget).
3. Type the name or email address of the object next field.
Note: If you do not know the email address of a location or
equipment, see the Scheduling Resources section for more information.
The object’s availability appears in horizontal bars next to the name,
if the schedule is known. The free/busy information shows whether
the attendee is busy, out of the office, tentatively busy, or free.
Responding to a Meeting Invitation
When someone (organizer) invites you to a meeting, you will be
sent email messages requesting acceptance.
1. From your Mail tab, locate and open the meeting request
email message in your inbox.
2. Click the Accept button above the Subject field.
Note: Alternately you can click Tentative or Decline buttons.
Once you click a button, the message disappears from your inbox.
Revision Number 1.6 – July 16, 2009
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About the EagleMail Calendar
•
To make an all day event a personal reminder: mark it as
Private and show it as Free. See the Creating an All Day
Event section for more information.
•
If you attempt to schedule a resource but are not
authorized, you (but no other invitees) will receive an
email message declining the request.
•
If a resource scheduling request is declined, the resource
will still show in the meeting details.
•
You can receive meeting invitations from anyone (inside
or outside of EMU) who uses an iCal compliant client.
•
Invitations display on a calendar based on the response:
New – bold, Accepted – solid, Tentative – 50%
transparent and Declined – 90% transparent.
•
Unaccepted meeting invitations will display on your
calendar, but not on your free/busy schedule.
•
Declined meeting invitations will remain on your calendar,
offering you the opportunity to change your response.
•
Only the organizer can cancel or change a meeting.
•
Any changes an organizer makes to a meeting will
automatically send an email to the attendees when saved.
•
Changes to a meeting’s date/time will require attendees to
re-respond to the meeting invitation. See Responding to
a Meeting Invitation for more information.
•
You can print a calendar any view (e.g. week, month, day)
Note: If you select more than one calendar from the Calendar list
and then print that view, all schedules are combined and printed; but
the printed calendar does not specify the calendar name for the entry.
Training & Support Resources
For assistance with My.Emich calendar migration or using the
EagleMail calendar, contact the IT Help Desk at (734) 4872120 or it.helpdesk@emich.edu.
http://www.emich.edu/training/email